Hi Chelsea, This is a great question. While our experts today don't have experience with setting up fee structures for hybrid events, we have seen a couple of questions about setting up a fees structure for virtual events that might provide you some guidance.
Charging for your event
Virtual Events + 10x increase in registrations - How are you managing these?
The previous Ask the Expert Series: Align with the Times – Question 17 (responses 18 & 29)
Additionally, we can also look in to this as a topic for one of our future Huddle of the Week discussions to see if others have any guidance!
Hello Lori,Great topic! Back in April Marriott has come out with new Impossibly clauses that cover cancellations/reschedules during pandemics. Hotels will follow CDC and State/Local guidance.
Good morning Lori,
We are working closely with our hotel partners and convention centers to make sure we have contacts to reach out to as staffing might change. As far as contract language, there will be clauses added from what I have heard from our Sales Managers, and this might delay any bookings turning definite.
We are working with our clients and hotel partners to cancellations and reschedules, trying to work with everyone on finding new dates to reschedule the meeting, which might be difficult as future dates are filling up for new bookings. A lot of bookings are being scheduled for 2nd quarter of next year.
Hello Nikki,There are still groups that are requesting double rooms as share with. We are mostly seeing this from government/military and sports groups. I think this falls mostly on the company/organization planning as to what their preference is.
Ask your suppliers if they have any offers/promotions. My hotel, The Westin Tampa Bay has created a promotion (on the promotions tab in Cvent) for a "creating your own bubble" event, meaning an organization can do a complete buyout of a floor and extra perks like below:
Keep your team together and meet safely in your own bubble on an entirely private floor with sweeping water views. Perfectly suited for groups of 28 or less, private use of the floor starts at $4,000 per night and it includes:
Hi, all! We hope everyone is as excited as we are for this Ask the Expert session next week. As a quick note, you can download the attached file to add this as an event on your personal calendar. We don't want you to miss out on the chance to ask your questions and receive valuable responses from the experts (Hey Andrea, Colleen, and Katie 😊) in real-time. In this week's poll, the majority of you shared that hotelier and venue priorities should be around health & safety measures, so this is a perfect opportunity to discuss this further.
You can also stay connected by following this discussion through the blue star at the top of the post. This will notify you when additional questions and our expert responses are shared on the 29th.
If you can't join us live, be sure to share your questions below anytime leading up to Thursday. Looking forward to hearing your questions!
I also wanted to jump in here. If you were referring to supporting a virtual event, I'd recommend taking a look at our past Ask the Expert session with Cvent Product Managers on the Virtual Attendee Hub. Our team shared a ton of great insight and resources on our virtual offerings. We can also connect you with your Account Team if you have specific virtual production questions!Best,Danni
Hello,Would love to hear thoughts regarding how to host tradeshows moving forward. Typically ballrooms are maxed out with 10x10's that share a small curtain. Do we predict less booths and larger isles? Concerned on if it is even possible with max number of people allowed in a room, how will it be enough to fit exhibitors and attendees.Thanks!
Strategic Meetings Management Specialist
Hello, all! We are excited to introduce our experts from Prestige Global Meeting Source, Visit Forth Worth, and the Westin Tampa Bay. They will be available for the next hour to answer your questions on the future of safer in-person events. Click the blue Reply button to share any additional questions and thoughts. 😊
We understand circumstances are constantly changing, and the situations many countries face today are different from even just a week or two ago (the situation has definitely changed in the U.S. even since we started planning this Ask the Expert). We hope that this discussion can help you all begin thinking out loud on how you will approach this when the time comes. We hope everyone is staying safe and healthy during these difficult times and know the Community and Cvent are here to support you and our industry together.
Good morning Taryn,
For Visit Fort Worth, we have been receiving more meeting requests for 2021 (starting in the 2nd quarter) and some of the rescheduled events from 2020 are moving to 2021 (1st and 2nd quarter) or event further out if they are meetings that alternate locations, however the numbers are usually smaller than anticipated and we are seeing a lot of requests to add outdoor space. Some of our clients consider hybrid events due to travel restrictions and company budgets as well which is a new experience for us.
For those already planning and hosting in-person meetings, what are you finding to be the most challenges in terms of planning changes, additional needs, attendee feedback? Are attendees nervous about traveling and meeting or ready to come back?Thanks in advance.
We actually hosted a meeting back in July/August here in Fort Worth, and we worked closely with the Convention Center and our Hotel Partners to ensure that all safety measures were taken, adding hand sanitizer stations, 6-ft. markers on the floor, spaced seating, and more. Our restaurants offered outside seating where possible, grab-and-go lunches and we received great feedback from the attendees.
Thank you to our Community members for your thoughtful questions and contributions, and of course thank you to our wonderful experts for your great perspective on our industry and the future of events!
We will be closing this thread, however if you want to continue the conversation be sure to post a new discussion in the Open Forum, and get in on the action through one of our weekly posts or polls. Search #HuddleoftheWeek or #CventTip for more industry discussions, and check out the Open Forum every Wednesday for a new polling question. #VoiceIt